Office Assistant 3 (Calculations)

HIGHER EDUCATION SERVICES CORPORATION

HUMAN RESOURCES

VACANCY NOTICE # 3979

FILING DEADLINE: May 14, 2026

JOB TITLE: Office Assistant 3 (Calculations)

SALARY GRADE: 14

NEGOTIATING UNIT: CSEA

SALARY RANGE: $56,506-$68,630

APPOINTMENT TYPE: Permanent

JURISTICTIONAL CLASS: Competitive

WORK LOCATION: Albany NY

PROGRAM AREA: Finance

WORKING HOURS: 8:30 AM – 4:30 PM, Monday – Friday, Full-Time

TRAVEL PERCENTAGE: N/A

TELECOMMUTING INFORMATION: Initially positions work full-time in the office and a hybrid telecommuting schedule of up to 50% remote work can be discussed with the hiring manager during the interview.

MINIMUM QUALIFICATIONS:

Candidates must be reachable for appointment on Current Civil Service Eligible List for this title

OR

Candidates must have one year of permanent competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section (i.e. 70.1, 70.4, 52.6) of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

PREFERRED QUALIFICATIONS:

• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize tasks, in a fast-paced environment.
• Proficiency in Microsoft Office Suite and WebEx.

DUTIES DESCRIPTION:

Duties include but not limited to:

1). Reviewing and processing of incoming vendor invoices for accuracy, ensuring required authorizations, signatures, receiving and supporting documents are in order.

2). Reviewing unit and department financial forms for conformance with approved spending

3). Preparing, processing, and reviewing payments which may include the following activities: journal vouchers, purchase orders, travel and expense reports, refunds of appropriations, credit card payments and reconciliations in The Statewide Financial System (SFS).

4). Gathering, compiling, and comparing data from various sources for reports, publications, records, or other external or internal communications

5). Maintaining organized files and records on all processed purchase orders, invoices, and payment vouchers according to established guidelines

6). Performing routine processing activities, including processing transactions in SFS and checking forms for completeness and accuracy

7). Communicate clearly and respectfully within the Finance Unit, Programs, and outside agencies/authorities while responding to questions concerning the operation of the unit or program area including writing responses to correspondence and resolving work problems

8). Creating, maintaining, and entering information into spreadsheets and databases.

9). This position may require the supervision of subordinate staff including assigning work to staff; scheduling workflow; establishing work performance standards; reviewing work performance and production and determining the nature of problems to take corrective action.

10). Assist in the development and/or updating, maintenance and adherence to policies and procedures.

11). Perform periodic reviews of transactions to ensure related controls including policies and procedures are being followed and document such results.

12). Perform other duties as assigned.

NYS is an equal opportunity employer.

Benefits of Working for NYS

Generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually, plus two (2) floating holidays
• Up to Thirteen (13) days of paid vacation leave annually
• Up to Five (5) days of paid personal leave annually
• Up to Thirteen (13) days of paid sick leave annually for CSEA or PEF; up to eight (8) days of paid sick leave annually for M/C
• Up to three (3) days of professional leave annually to participate in professional development
• Initially positions will work full-time in the office and a hybrid telecommuting schedule of up to 50% remote work can be discussed with the hiring manager during the interview .
• Health Care Benefits
• Eligible employees and dependents can pick from a variety of affordable health insurance programs
• Family dental and vision benefits at no additional costAdditional Benefits
• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• And many more.

METHOD OF APPLICATION: Apply by submitting an updated resume and cover letter to Human Resources via e-mail at [email protected] with Office Assistant 3 (Calc) in the subject line by the filing deadline listed in this posting.

Pay: $56,506.00 - $68,630.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid sick time
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance
• Work from home

Work Location: In person